Course records

What we keep on your staff, and who can read it

A course that ends with a record nobody can check is worth very little, and a funding claim that cannot be evidenced is worth less. This page is the plain answer: what is written down, who writes it, and who may read it.

OwnYourAI keeps five things about each person on a course: an identity record, attendance at each session, progress at each session with the work produced, the assessment result part by part with the demonstrated artefact, and the name of the assessor with the date. Attendance and assessment are written only by a named trainer. A read-only view can be opened for a course funding officer, and every time it is opened, it is written to the log.

Book the build assessment See what a level produces

Corporate pricing on request. Course funding application status: pending.

Written bya named trainer

Not written bythe learner

Read-only viewon request

Every read of itlogged

Why this exists

The record is the product of a course, not the paperwork around it

Plain English answer, no jargon, and nothing on this page that we cannot show you.

The day someone asks your company to show what a person can actually do, the answer has to be a record, not a certificate and not a story. That is why every level ends with work your own staff produced, and why the record names the person who marked it. It is the same reason we are careful the other way: we would rather show a small, checkable record than a large, generous one, because a record that bends under a question was never worth keeping.

We think that is fair to your team and fair to whoever pays for the training. If a record cannot be produced on request, the training may as well not have happened as far as any funding claim is concerned.

The five things recorded, and who writes each one

Nothing else is recorded. No recordings of sessions, no profiles of individual performance beyond the five items above.
What is recorded	Detail	Written by
Identity	The person's name, work email and company, checked at sign-in against a one-time code issued for that person	Issued by a trainer; confirmed by the learner at sign-in
Attendance	Present or absent for each session, with the date	A named trainer
Progress	Per session: done or not, together with the artefact the person produced	A named trainer
Assessment	Part by part, the result, the artefact demonstrated, the assessor's name and the date	A named trainer
Re-assessment	A further attempt on a part that was missed, recorded as a re-assessment so the first attempt stays visible	A named trainer

Who can do what

Access is deliberately narrow

The learner

Sees their own record, and cannot mark it

A person signs in with a one-time code sent to their work email and can read their own record, record their own progress notes and ask for help. Their sign-in cannot write attendance or an assessment: those need a trainer code.

The trainer

Marks attendance and the assessment, under their own name

Attendance and assessment are written with the trainer's own code, and the record carries the trainer's name and the date, so a mark always belongs to a person who can be asked about it.

Your company

Sees your own staff, not other companies' staff

Your company sees the records of the people it put on the course. One company's records are never visible to another.

A funding officer or auditor

Opens a read-only view, and the open is logged

Whoever needs to check the training for course funding or an audit can be given a read-only view. It has no controls to change anything, and opening it writes a line to the log, so you can see it was read and when.

What we do not do

Three things this record is not

It is not a certificate. A certificate says someone attended. This says what they can do, on work they brought from their own desk.
It is not a performance file. Per session, per person: done or not, and what was produced. That is the whole of it.
It is not for sale. Records are not shared, sold or used for marketing, and no client is ever named in our marketing without written permission.

Where this stands today

Built and tested, before the first intake

Nothing here is a promise about a subsidy. It is a description of a record.

The record-keeping above is built and working in test, and it is tested the honest way: a person who is not a trainer is refused when they try to mark their own attendance, a learner cannot read another learner's record, a wrong officer code cannot open the export, and an attempt to answer a question that does not exist is refused rather than reported as answered. Those refusals are the useful part: the record is only worth something if the things that must not happen actually cannot happen.

Our own course funding application status is pending, and this page does not claim any funding approval. What it describes is what your company would hold, and what a funding officer could check, if and when funding applies to you.

Records — questions

What companies ask about their staff records

What exactly is recorded about each person?

Five things, and nothing more: an identity record, attendance at each session, progress at each session together with the work produced, the assessment result part by part with the demonstrated artefact, and the name of the assessor with the date. Attendance and assessment can only be written by a named trainer.

Can a learner write their own attendance or assessment?

No. The learner can see their own record and add their own progress and questions. Attendance and the assessment result are written by a trainer code, and the learner's own sign-in cannot write them. That is the point of keeping the record at all.

Can we see our own people's records?

Yes. Your company sees the records of your own staff. A read-only view is also available to whoever needs it for course funding or an audit, and every time that view is opened it is written to the log.

What happens if someone fails part of the assessment?

They are assessed again on that part at no extra cost. The re-assessment is recorded as a re-assessment, so the first attempt stays visible rather than being overwritten.

How long do you keep the records?

7 years from the end of the course, then we delete it. The Personal Data Protection Act sets no fixed number of years - it requires us to stop holding personal data once there is no legal or business reason to keep it - and seven years matches the PDPC own example for contract-related records. The same period is stated in your agreement before the course starts, and the full policy is at ownyourai.cc/retention-policy.html. We do not sell or share the records. Read the full retention policy

Next step

Have the call, then see the record for yourself

In one 20-minute call we confirm the workflow, the dates and the price for the seats you actually need. Ask to see the record view on that call: it is fair to want to see it before you commit, not after.

Book the build assessment Read the funding page

Corporate pricing on request. Course funding application status: pending.